Case Study

Five Hours Saved Every Week Without Hiring Anyone New

Lilies Home Care exists to look after people, but its slow, paper-based recruitment process was quietly pulling time away from care. Every new applicant meant forms to hand out, details to chase, and eligibility checks to complete by hand. What should have been a simple route from application to onboarding had become hours of weekly admin. They needed a recruitment process that could run properly without someone having to drive every step, so we replaced it with an automated system that now runs on its own.

1online form replacing four paper ones
0time wasted on ineligible applicants
5+ hourssaved every single week
“
Recruitment admin used to pull us away from the care we are here to do. Applicants had to be emailed application packs by hand, and we spent hours chasing details and checking eligibility ourselves. West Country Automation built a system that handles all of it automatically. Harvey and Will were professional throughout and took the time to understand exactly how we work. They also built us a new website that captures and handles every enquiry properly from the start. Our applicants now get a clearer, more professional experience, and we get back over five hours every week. I cannot recommend them enough.
Diane Gledhill
Diane Gledhill
Founder & Office Manager
Lilies Home Care

Before and After

Every slow, manual step was replaced with something that runs on its own. Here is what changed.

1

Application Forms

Before

Applicants completed four separate paper forms by hand, which meant lower completion rates and hours of manual data entry for the team.

After

Applicants complete a single structured online form.

Cleaner data capture from the very first step.

2

Missing Information

Before

Staff manually chased missing details and incomplete submissions.

After

The workflow collects, validates and routes information automatically.

Less admin pressure and fewer dropped handoffs.

3

Eligibility Checks

Before

Basic checks were carried out by hand with no consistent process.

After

Eligibility checks run automatically and trigger the right next step.

Fewer manual decisions and no missed handoffs.

4

Enquiry Handling

Before

A basic website with no enquiry form, so enquiries arrived with no structured follow-up process in place.

After

A new professional website with automated enquiry management built in from day one.

Every enquiry captured, acknowledged and handled consistently.

How We Built It

We built two connected systems for Lilies Home Care. The first is a single online application form linked to a complete recruitment workflow. Once someone applies, the system checks whether they meet eligibility requirements and automatically moves them to the right next step, so nobody has to review anything by hand until it genuinely matters.

The second is a new website with built in enquiry handling. Every person who gets in touch is captured, acknowledged and followed up through the same reliable process, so nothing is missed even out of hours.

None of this was automation for its own sake. Every part was built around how Lilies already works, tested before it went live, and handed over with full support, so the team could trust it from day one.

What This Delivered

Lilies got their time back. Recruitment that used to take up valuable hours every week now runs on its own, from first application to eligibility check. Enquiries that once got missed are captured the moment they land. The team spends less time on admin and more time doing what they are actually there to do, which is care for people.

Five Hours Back Every Week

The initial recruitment process now runs with minimal manual input. That directly returned five hours per week to the team, time previously lost to paper forms, chasing and manual follow ups.

A clear, measurable operational result

Recruitment Admin Off the Plate

Eligibility checks, follow up emails and next step routing now happen automatically; the team is no longer the bottleneck. The system handles it and flags only what genuinely needs a human decision.

Admin pressure removed, not just reduced

A More Professional First Impression

Every applicant follows a clear, consistent online process and receives timely, professional communication at each stage. The business looks more credible from the very first interaction.

Stronger candidates, better experience

A New Website With Enquiry Management

We built a new professional website for Lilies Home Care with automated enquiry handling baked in from the start, so every visitor who reaches out is captured, acknowledged and followed up consistently.

Zero enquiries missed, always professional

Ready to Find Out What We Could Save You?

Book a free 30-minute call. We will map out exactly what is worth automating in your business and what the results would look like.

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